Developing bespoke applications for organisations: scope, technologies and costs

A smooth, responsive app starts with tailoring the technology to the organisation’s needs, users’ devices and the features they will be using. When developing bespoke applications, it is worth basing the process on a clearly defined problem, a well-thought-out interface and testing designed to identify bottlenecks before the solution reaches users. Simply choosing a trendy technology is not enough.

If an application is to run on multiple platforms, it is necessary to plan not only its development, but also its maintenance and future development. Decisions regarding functionality, integration and accessibility affect the scope of work and the user experience.

In this article, you will learn about the stages involved in developing an application for an organisation, the differences between web, mobile and desktop solutions, and the factors that influence the cost of a project. You will also find out how to plan an application so that it meets the organisation’s current needs and allows it to evolve alongside its processes.

Key findings

• Start by identifying the processes that the application is intended to streamline, and the systems with which it should exchange data.
• Tailor the features and interface to users’ day-to-day tasks and the specific nature of the organisation.
• Choose the technology based on how you use the app: in a browser, on a mobile device or on a computer.
• Assess the costs in terms of the scope of functionality, integration, the number of platforms and the subsequent maintenance of the solution.

Table of Contents

• What exactly do we develop as part of our bespoke applications?
• Tailoring the application to the organisation’s specific needs
• Technologies for developing web, mobile and desktop applications
• The challenges and costs of developing apps for multiple platforms
• Internet Stars: Dedicated apps

What exactly do we develop as part of our bespoke applications?

The scope of the project covers functions, integrations, data flows and implementation. Each element should address specific business requirements.

Integrations with company systems

Integration with an ERP system can reduce the need for manual data entry between systems. For example, a purchase order can provide information about the product, the customer and the order status. Before programming, specify what data is to be transferred, in which direction, and who is authorised to edit it. Also check what interfaces the ERP system provides. These arrangements make it easier to plan the integration and help to avoid inconsistent records.

Integrations with external systems

The application can exchange data with a payment gateway, an email service or a sales platform. For example, it can transmit payment status to the order management system. Specify which events trigger data exchange and how to handle errors, such as a lost connection. When handling payments, also plan for data protection and user permissions. Deployment on the AWS cloud can form part of the architecture if it meets the project’s requirements.

The GDPR applies to applications that process personal data. Define the purpose and scope of processing, user access, retention periods and data protection policies. Take these requirements into account right from the interface design and integration stages, rather than leaving them until the implementation phase.

The process involves requirements analysis, specification, design, programming, testing and implementation. You should also plan for post-implementation support and further software development.

The implementation timeframe depends on the scope of functionality, integration with the ERP system, the chosen technology and testing. Break the project down into stages and set the order of implementation so that the team can assess the progress of the work.

When choosing a software development company, compare their approach to requirements analysis, their test plan and their experience with system integrations. Ask for a description of the stages involved, the division of responsibilities and the procedure for requesting changes.

When translating requirements into the scope of the project, specify what task the application is intended to perform, what information the user needs, and how you will know that the function is working correctly. Kotrak describes the process of developing bespoke software as comprising requirements analysis, design, programming, testing, deployment and post-deployment support. This breakdown links the findings to subsequent tasks and helps maintain continuity from identifying requirements through to post-launch support.

One of the case studies on healthcare describes a system with a two-tier user role structure. This example serves as a reminder that roles should be taken into account right from the stage of defining functions: specifying which actions are available to individual users and how their scope affects the handling of the process. This allows the design of functions and permissions to be assessed together, rather than as a separate issue once the work is complete.

Tailoring the application to the organisation’s specific needs

A well-designed solution reflects the way an organisation works, rather than imposing a ready-made model on it. Start with the processes, users and tasks that the application is intended to streamline.

Tailored to the specific nature of the business

Outline the team’s daily activities, from receiving an order to its final settlement. A plastics manufacturer, for example, may need a tool that calculates waste for production orders and presents this information to staff. Data from this process can also help in calculating the actual cost of the product. Another organisation may focus on streamlining document workflows or the handling of requests.

When designing the system, specify who carries out each task and on which device. A shop floor worker may need a simple screen view, whilst a manager may require reports for analysis. Determine what messages and notifications are required at each stage. This ensures the interface supports the actual workflow, rather than adding unnecessary features.

Software tailored to the company’s needs

It is worth designing an app tailored to individual needs from scratch. First, outline the objectives, how it will be used, user permissions and interface requirements. Next, prepare a prototype showing the screen layout, user flow and interactions. This will enable you to carry out preliminary testing and gather feedback before programming begins.

An order management system can, for example, guide the user through the submission, approval and fulfilment stages. Determine what data each role can view and what actions they can perform. Tailor the interface to the brand’s visual identity, and plan updates in line with changes to processes. This scope makes it easier to select the right tools and assess whether the application includes the features the team needs, rather than unused extras.

When defining the scope of the solution, distinguish between the functions necessary for carrying out tasks and elements relating to appearance. The graphical layer of a corporate application may reflect the brand’s visual identity and the organisation’s established style. Take this into account during the interface design phase, rather than treating it as an afterthought unrelated to the layout. However, the design should support users’ tasks and the specific nature of the process.

For a plastics manufacturer, the scope may include a mechanism that calculates and displays waste allocated to production orders and supports the calculation of the actual cost of the product. Describe what information on waste should be displayed and how it will help to assess costs. This ensures that the project addresses a specific production need, rather than simply being a general toolkit. Before implementation, check that the way the data is presented aligns with how the organisation intends to use it.

Technologies for developing web, mobile and desktop applications

The choice of technology depends on users’ devices, the application’s features and the method of access. Determine these factors at the planning stage, before separate versions of the solution are developed.

Technologies for different types of applications

A web application runs in a browser, so the user does not need to download it onto their device. React, Django, Python, HTML and CSS can be used to build it. Desktop applications are developed for Windows, Linux and macOS, whilst mobile applications are designed for Android and iOS. Cross-platform solutions can run on mobile phones, computers, televisions and wearable devices, and can also integrate with mPOS systems and PLCs. Choose a development environment based on the application’s functionality and where it will be used.

Mobile apps for iOS and Android

Developing mobile apps for iOS and Android begins with identifying users’ needs. Next, the app’s framework, interface and code are developed. The team selects technologies to suit the features, integrations and requirements of both platforms. Determine how testing on devices and support for future system versions will be handled. When planning a mobile app, it is worth taking into account its future maintenance and adaptation to changes in the operating systems.

The team’s experience is evident in the decisions made even before the development phase begins. For example, an app designed for fieldwork requires clear screens on a mobile phone, whilst an analytical tool may need a desktop view. Testing on a representative range of devices helps to identify issues with layout and performance. You should also plan for maintenance: a mobile system that hasn’t been updated for two years may lose support, and the app may become unstable or stop launching.

The industry influences the app’s functionality, not just its appearance. A solution for retail can streamline order processing, whilst one for manufacturing can support order fulfilment. For a field team, ease of use on a mobile phone will be a priority. Describe work scenarios, select platforms and specify which features must work on every device. Such decisions help to avoid unnecessary versions and tailor the technology to day-to-day tasks.

The challenges and costs of developing apps for multiple platforms

Each additional platform involves separate decisions regarding testing, updates and feature support. The cost of the project depends on its scope, functionality and the technologies used. A quote can be provided once we have reviewed your enquiry.

Maintenance and development costs

Once the software has been implemented, plan for fixes, updates and further development. Maintenance costs depend on the number of platforms, integrations and the scope of changes. Adding new features may require updates to the user interface, testing and documentation. Determine which tasks are a priority and which can be scheduled for later stages.

Mobile systems require ongoing attention: new versions are released on average once a year, and most manufacturers support the two previous versions. A system that has not been updated for two years may lose support, and the application may become unstable or fail to launch. Take these dependencies into account in your maintenance plan.

The risks involved in developing a bespoke application

The greatest risk stems from an unclear scope. Vague requirements can lead to the creation of unnecessary features and changes that increase the workload. Before you start coding, define the objectives, roles, integrations and acceptance criteria. A prototype allows you to test the screen layout and gather feedback before the full application is built.

A project covering Android, iOS and the web requires testing on each platform. Errors may arise during payments, data synchronisation or following a system update. Minimise the risk by testing key scenarios before deployment and establishing who is responsible for rectifying any issues. In business settings, it is also worth planning for future development to ensure that new features do not disrupt existing processes.

Before choosing between several platforms, compare their value to users with the scope of maintenance required. If you are planning a bespoke solution, discuss a dedicated application and set out your functional priorities.

Internet Stars: Dedicated apps

Internet Stars develops bespoke applications for organisations that require a tool tailored to their own processes and objectives. It is worth starting a project when off-the-shelf solutions do not support key functions, or when the work requires combining several stages into a single system. The starting point is to define the requirements, users and tasks that the application is intended to support.

On this basis, you can plan the solution’s features and how it will work. If the project involves online sales or repetitive tasks, it is worth considering an online shop or automation. Choose tools based on your actual needs, rather than adding features without good reason.

Do you have an idea for an app, or would you like to clarify your requirements? Get in touch with Internet Stars and tell us about your organisation’s needs.

Turn your idea into a concrete action plan

A good time to get started is when you can identify the problem the application is designed to solve. Make a note of who will be using it, what tasks they will carry out, and which processes need improving. You don’t need to know the architecture or choose the technology. Start with the objective and the users’ needs.

A starting point prepared in this way makes it easier to discuss the scope, stages and priorities. Developing bespoke applications makes sense when the solution addresses the organisation’s actual needs and can evolve alongside its processes. Internet Stars develops bespoke applications, online shops and automation solutions, tailoring the scope to the project’s objectives.

Prepare a brief description of the challenge you wish to tackle, and move on to the next step. Contact Internet Stars to discuss your idea. Every successful digital transformation begins with the decision to turn a need into a well-planned course of action.

Frequently Asked Questions

What is essential for an app to run smoothly and responsively?

It is important to have a well-designed architecture, efficient data handling and tests carried out under conditions similar to those of everyday use. Check how the application performs when dealing with a large number of records or a slower internet connection. The team should measure the loading times of key screens and eliminate unnecessary operations. You should also test on devices with different specifications, not just on the hardware used during the design phase.

Why is it worth investing in bespoke applications?

A bespoke application can replicate the way a specific organisation works, rather than forcing the team to use features that aren’t suited to their needs. It is worth considering when repetitive tasks require manually combining data from several tools. An example might be a dashboard that organises order processing according to the company’s internal stages. The benefit depends on whether the features meet the users’ actual needs.

What are bespoke applications, and when is it worth developing them?

This software is designed for a specific organisation, its users and its tasks. It is worth considering if an off-the-shelf programme does not support an important process, such as a non-standard order approval process or specific roles within a team. Before you begin, describe the problem, the user groups and the expected outcome. If your requirements mainly involve standard functions, an off-the-shelf tool may be sufficient.

How much does it cost to develop a bespoke app in Poland?

The cost depends on the project and is determined following a request for a quote. The main factors influencing the cost are the scope of functionality, integrations, the technologies chosen and the number of platforms. Testing, implementation and the plan for further development are also important. Please prepare a description of the application’s key tasks, the systems with which it is to interact, and the user groups. This will help us to estimate the scope of the project.

A bespoke app or off-the-shelf software – which should you choose?

Off-the-shelf software is a good choice when its features match your day-to-day tasks and do not require extensive customisation. A bespoke application is worth considering when your organisation’s processes require specific rules, integrations or a particular approach to user support. Compare the two options using a specific example: break down the steps involved in processing an order and identify where manual work is required. This will help you assess whether you need a bespoke solution or whether configuring an off-the-shelf tool will suffice.

What technologies are used to develop bespoke applications?

Technologies are chosen based on the intended use and the application’s functionality. Web solutions may use React to build the user interface and Django or Python on the server-side. Mobile applications are developed for Android and iOS, whilst desktop programmes are developed for Windows, Linux or macOS. When making your choice, take into account users’ devices, the necessary integrations and how updates will be rolled out.

An article by

Andrzej Klimek

Owner of Internet Stars since 2008